Feb 3rd, 2023 – Welcome to the WHOI Student Organization!

JP Reps General Meeting

February 3rd, 2023 @ 10am

Present: Tricia, Natalie, Anthony, Sarah, Marc, Annaliese, Cora, Megan, Kharis

Minutes:

(15 min) Winter retreat

$$$ updates
- Guest fees will cover most of rental
- APO will cover $147 difference
- OGE can reimburse food and gas
Cars
- Check-in is 4pm Friday, check-out is 11am Sunday
  - Tell people not to arrive before 5pm(?) so reps can get there first
- Current reimbursement is $40 per driver plus $5 per passenger
- Do we reimburse WHOI drivers more since they are driving farther?
  - Yes – increase to $60-70 for WHOI drivers – maybe more
- For future years and ensuring access for everyone: if someone is van-certified then we could have a rep rent a van to transport more people and equipment

Food
- Started putting together shopping list in meals spreadsheet
- Need to finalize Friday/Saturday dinners (who is cooking, what food) and add those items to the grocery list
Beverages (BYOB or group fund?)
- Probably BYOB
Winter meeting prep?
- Reps provide an outline
  - Kharis, Annaliese will discuss more next
  - Padlet – get “rant” comments out early (and anonymous) and then have a discussion about them all together
    - Send out a week before?
- Brainstorm what people want to discuss at winter meeting
ACTION ITEM: Combine spreadsheets into one master spreadsheet – Natalie
ACTION ITEM: Send out email for all the sign-ups – Anthony
ACTION ITEM: Brainstorm Winter Meeting discussion for retreat – Kharis, Annaliese

(15 min) Steinbach updates

Many more nominations after including post-docs
Only students can vote (either open already or will open today)
After voting, coordinate with Sarah for invitations and booking travel
Deadline for when to hear back from scholar?
May get a faster response if the email came from higher up
- Check in with Michael and Lukas about how they did it last year
ACTION ITEM: Send out voting forms (if they aren’t out already) – Marc, Megan, Natalie

(5 min) Open house

Lilli Enders also interested in being on committee – add her to slack – lenders@mit.edu
First OH committee meeting went well
- Planning out the student-run events and socials
- Designated roles within committee
Will reach out to dept reps as needed
Info will be funneled through committee to reps
ACTION ITEM: add Lilli to slack channel (Natalie), email Lilli with minutes from last OH committee meeting (Megan)

(<5 min) Buffins? Starts next week!

(5 min) February Social hour

How did January go? (movie night)
- Low attendance, many people away during IAP?
- More responses to form than actual attendance
- Have lots of leftover microwave popcorn for next time
Pizza again or something else?
- Good to have an activity instead of just standing around
- Board games/cards, paint a plant pot, movie night again
Plan for February social hour 2/21 – pizza then put on a movie after

(<5 min) SidPac updates

Improved check-in process, more clear info on how to get into building
Missing stuff – new license agreement clearly states not to leave anything in the apartment, but can’t do much about items that already went missing
Update JP website with this new info
Can we rent long-term lockers for student storage of items that people would otherwise leave in SidPac?
- Available in Z center but they are very small, not good for bedding (unless vacuum sealed)
- Anyone with an MIT ID can access the lockers
- Gendered – would need one in the men’s room, one in the women’s room
- Ask for Dupont locker room
- Z closes at 11pm, cannot access lockers after that
ACTION ITEM: Send out email with this new info – Marc & Megan

(<5 min) Migrating to WHOI slack?

(10 min) APO Laptop Fund? (Discussion w/ Tricia)